Assistant to Executive Director (Alberta)

Job Title: Assistant to Executive Director Job Requisition ID: 84372 Ministry: Primary and Preventative Health Services Location: Edmonton Full or Part-Time: Ful-time Hours of Work: 36.25 hours per week Permanent/Temporary: Permanent Scope: Open Competition Closing Date: June 08, 2026 Classification: Administrative Support 5 (015ASA) Salary: $2,192.15 to $2,773.77 bi-weekly ($57,215 - $72,395/year) The Ministry of Primary and Preventative Health Services is building a more resilient and sustainable health care system that can support Albertans getting care when and where they need it, while responding to system-wide health challenges, improving health outcomes, and maintaining fiscal responsibility. The ministry supports Albertans’ health and well-being throughout their lives by protecting public health and promoting wellness; coordinating and delivering safe, person-centered, quality health services; health system planning and capital infrastructure planning; supporting innovative information management and technologies; regulating health care; and funding the health system. The Department of Primary and Preventative Health Services establishes the Government of Alberta’s strategic direction for health, including advising government on health policy, legislation and standards, and public health concerns; monitoring and reporting health system performance; setting policies and priorities for the electronic/digital health environment; and providing oversight and ensuring accountability across the health system. Role Responsibilities Administration & Human Resources Support – Manage executive director’s calendar, including scheduling meetings and preparing meeting materials; review, track, and follow up on action items and requests from internal and external stakeholders; perform records management duties such as filing, archiving, and document destruction in accordance with policies and procedures; maintain content inventories and support branch SharePoint site(s); assist with HR tasks including updating job descriptions, preparing staffing requests, maintaining the organizational chart, and coordinating interviews; draft, edit, and send correspondence, memos, and letters on behalf of the branch or executive director; support logistics for official meetings (calendar coordination, binder preparation, hosting, travel arrangements, etc.); coordinate ordering of office supplies, equipment, and related resources. Branch Operations & Coordination – Recommend, communicate, and implement administrative processes and procedures to improve branch efficiency; proofread and edit branch documents to ensure accuracy and compliance with legislative and organizational standards; liaise with branch and division staff to support communication and progress toward branch goals; serve as the branch’s Worksite, 1GX, and BERNIE guide for building, employee, and IT-related requests or issues; participate in branch management meetings and support coordination of branch-wide processes; process and track invoices in accordance with financial procedures; collaborate monthly with the Budget Analyst and Executive Director on budget forecasting and salary reporting; complete contract and grant administration tasks, including updating GAMS information; ensure fiscally responsible branch spending on items such as cell phones, computer equipment, and office supplies; prepare and submit expense claims as required. Competencies Adapt quickly, stay composed under pressure, and take initiative to make things better. Spot opportunities to improve processes and act on them. Adjust your approach as situations evolve. Stay optimistic and level-headed in stressful moments. Seek guidance when needed to navigate change effectively. Work creatively while respecting organizational guidelines. Collaboration Great work happens when people work well together. Encourage broad thinking and help remove barriers to progress. Facilitate open communication and cross team collaboration. Anticipate conflict early and help resolve it constructively. Recognize others’ contributions and elevate talent. Foster commitment and shared ownership across teams. Result Orientation Motivated by goals and take accountability seriously. Plan using insight from experience. Hold yourself and others responsible for delivering outcomes. Partner with teams to achieve shared objectives. Consistently aim to exceed expectations. Creative Problem Solving Curious, analytical, and always looking for a better way. Ask thoughtful questions to fully understand challenges. Explore new methods to improve results. Reflect on what made past projects successful and share learning. Gather diverse data and perspectives to make informed decisions. Qualifications Minimum Recruitment Standards – High school diploma and three years of related experience. Equivalency: Directly related education or experience considered on the basis of 1 year of experience for 1 year of education; or 1 year of education for 1 year of experience. Required Experience Experience with grant cycles, reporting, and compliance. Budget experience with numbers, tracking spending and supporting financial processes. Ability to keep people, tasks, and timelines aligned with strong coordination skills. Structured, detail oriented, pro-active and reliable with excellent organizational skills. Approachable, clear communicator, and able to work with diverse stakeholders with strong people skills. Experience using email, spreadsheets, and standard office software with basic desktop skills. Effective multitasking, managing competing priorities without losing momentum. Experience handling high volume workloads in a fast paced environment. Experience in process development with improving systems, creating workflows, and standardizing procedures. Strong writing, reviewing and editing skills and able to adopt style guides. Assets Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, Outlook, Visio, Adobe 2020). Competence and ability to solve problems in 1GX, BERNIE, RIM Hub, GAMS and other Government of Alberta programs. Preferences Exceptional organizational skills and attention to detail. Process and procedural knowledge and execution of related tasks. Proficient at coordinating and managing competing priorities. Excellent time management skills and ability to meet deadlines. Confident in handling change and problem solving. Strong interpersonal skills and communication skills. Willingness to show initiative and use creative approaches. Hours of Work: 08:15 AM to 04:30 PM, Monday to Friday. Full time permanent position working 36.25 hours per week in downtown Edmonton. Security Screening: Final candidates may be required to undergo a security screening. Additional information regarding application is not included in this ad. #J-18808-Ljbffr Apply on Kit Job: kitjob.ca/job/2pkpuo